02/16/05 MEETING NOTES

Present:Bored Members (Louis Bolivar, Phil Davis, Sandra Fontaine, Christopher O’Loughlin, Jack Pierce, Ian Thomas and Diane Bailey, Steering Committee )

• Meeting called to order at 7:00 PM. Copies of the previous minutes were unavailable so will be approved at the next meeting.
• A motion to adopt the agenda for this meeting was made by Ian Thomas, seconded by Louis Bolivar and approved. The agenda: 11th Annual Desert Classic Marathon
• The President recognized and commended all of our officers and members who diligently volunteered to pursue all possible Desert Classic Marathon locations. These efforts were a direct result of the cancellation of the Arizona Road Racers permit to contest this 11th annual event on the Pima Indian Community property. This year’s event will be held on the Sun Valley Parkway and parking and staging located at Riverboat Acres, 18300 West Bell Road in Surprise, Arizona.
• AWARDS
  Sandra Fontaine reported the finisher’s medals are expected tomorrow. Roberta Warshawsky created the 1st Overall Awards. Tom Baker made the overall 2nd and 3rd place Photo Awards and attractive tiles will be given as age group awards. Discussion indicated Rob Wallack has offered to help the club with gift certificates from Runner’s Den Running Store, and other running related gifts for this event. Laura Nagy will contact Runner’s Den on Thursday. Harvey Beller from Running Masters Events recently donated 25 cases of Propel to the club and indicated he would donate more for this event.In addition, RacePlace Events and Running Masters offered time clocks and other equipment to the Arizona Road Racers for use if needed at the Desert Classic Marathon.
• REFUNDS
  Following discussions the Board concluded we would honor all requests for refunds as a result of changing the race venue. Requests by mail, Active.com and all others will receive a full refund or exchange entries into the Valley of the Sun Marathon and Half Marathon on March 13th. The Board wishes to thank Sue Berliner from SWEAT Magazine for the generous offer to exchange entries in the event of a cancellation. In excess of 300 entries have been received and Paul Piplani volunteered to assist in calling the out of town entrants.
• FOOD
  Louis Bolivar reported he is preparing food for 300 pre-registered runners and 100 race day entrants. Discussion suggested we plan for 500 runners. We will provide apples, bananas, oranges, and bagels with cream cheese. In addition, pretzels, cookies, soda and beer and Tiger Energy Bars.
• WATER
  Jack Pierce reported WATERMILL EXPRESS, will again supply water for the marathon and in addition personnel for aid stations. A total of eleven water stops are planned and Gatorade will be available at six stations. Jack Pierce and Christopher O’Loughlin will drive the club vehicles at this event. Jack again stated ten Porta Johns will be delivered on Friday. Discussion followed and a decision to utilize a possible twelve units was adopted.
• VOLUNTEERS
  The club is always in need of volunteers. Discussions relating to means if enticing members to volunteer, included providing vouchers for future events.
• EXPENSES
  As a result of the loss of permission to utilize the Pima Community and weather cancellations on the Lake Pleasant course, acquisition of a last minute course will be costly. Phil Davis reported the MCDOT permit would cost $150. The barricades could exceed $5000.00 and the Sheriff’s Deputies needed charge $40 per hour. Further discussion pertaining to parking issues and clean up followed.
• The meeting was adjourned at 8:00 PM
• Members and guests also present: Sinead O'Loughlin, Laura Nagy, Dean Bailey, David Weeks and Martin Michelson